Estate Services Manager

Job Title: Estate Services Manager

Reports to: Associate Director

Role Purpose: Manage operational activities for one or more properties located in one region

Supervisory responsibility for other CBREMS staff in the property (if applicable)

Key Responsibilities

To develop and maintain a positive image of the building in its location

To be responsible/assist with the drafting, control and reporting of service charge budget and expenditure for the site(s)

Daily service review with the supervisors of the cleaning, security and M&E departments to update on current issues and agree priorities for the day and week.

To monitor all activities relating to the site(s), reporting and taking action as appropriate

Regular inspections of the building fabric and monthly common part inspections and follow up with tenants as required

Attend weekly FM team meetings to review progress against operational and business objectives

Attend two weekly client meetings to report on all objectives.

Manage the approval of invoices on P2P invoicing system and ensure all queries are dealt with in the timeframe

Collate data as required for FM reporting

Collate quarterly security incident information and submit to the client as required

To work in conjunction with key stakeholders ensuring a maintenance and repair programme is in place

To maintain records relating to the site(s); e.g. asset register, plans, plant testing, etc., taking any action which may be required

Manage and co-ordinate the delivery of all plant insurance inspections, ensuring remedial works are completed within the specified timeframe.

To liaise with tenants and deal with any operational queries they might have.

Provide work permits and permission to access permits for any non contractual and high risk works.

To attend tenants’ meetings with the surveying team

To be responsible for Health and Safety compliance on site, and the maintenance of records

To liaise with local authorities as appropriate

To proactively manage risk and deal with insurance issues and claims on site

KPI monthly meetings with the cleaning contractor, reactive maintenance contractor and lift contractor

Manage the installation and ensure the maintenance of all kitchen ventilation systems alongside the clients specialist consultant.

Ensure the Fire Alarm Maintenance schedule is kept up to date, accounting for any new acquisitions, disposals and fit outs.

Undertake all vacant property checks and carry out duties such as flushing regimes and removing post

To manage major work programmes on site, acting as the liaison point for all parties involved

Ensure procurement is carried out in line with company policy.

Any other duties as directed by your Line Manager

Person Specification/Requirements

Understand how the industry, how stakeholders function and the range of services available to clients

Understand the basics of the investment market

Constantly updating knowledge of legislation relating to property management

Develop an understanding of how to build and maintain client relationships

Develop an understanding of how to build and maintain tenant/customer relationships

Develop an understanding of how to build and maintain supplier relationships

Understanding of key issues to be noted on property inspections

Understand and use industry/specific IT applications

Understand the principles of service charges

Understand the operation of VAT and banking

Understand the principles of contract law

Be able to specify services, tender contracts and select service providers

Understand how property is constructed and how plant works

Know and be able to apply legislation and policies relating to Health and Safety

Know and be able to apply legislation and policies relating to Environmental protection

Understand insurance relating to buildings and the FSA regulations

Understand the law relating to TUPE

Understand and apply all procedures relating to work activities

Contributes to team business plan/strategy

Able to plan and manage own workload

Able to work as part of a team, supporting colleagues

Able to use IT software such as Word, Excel, and databases

Be able to communicate effectively verbally and in writing